RRS — Prelims and period-close reviews
The corp prelim report, the store-level COS % audit report, and the food supplier invoice count gate for Rackson Restaurants (E01).
Three review workpapers — checks, not posting workpapers. No journal entry is produced directly from any of them; they are the final gate before financials are distributed.
Source: Rackson_Workpaper_Instructions.docx — Part I, Prelims & Period-Close Reviews.
Corp prelim report — entity P&L actual vs. prior year/YTD
Owner: Jeff / Jonah
Compares the consolidated RRS entity-level P&L (Intacct dimension report, entity E01) against the same period last year, and current YTD against last YTD. This is the corporate-level check that total revenue, COGS, and labor flow through correctly — it should reconcile to the sum of all individual BK store side-by-side reports across all districts.
In Intacct, run Prelim Report — Actual vs Prior Yr for entity E01, current period and YTD through period end. Export to Excel as RRS_Prelim_Report.xlsx.
Confirm accts 41000 (Food Sales-BK), 41300 (Food Sales-Cinnabon), and 41500 (Non-Food Sales) agree to the RTI sales journal totals used elsewhere in close. Any variance indicates an unposted sales journal entry or a timing difference.
As a % of net revenue: Food, Sand Prep/Salad, Other Food, Condiments, Soda, Shakes & Drinks, Alcoholic Beverages, Paper, Cups & Lids, Misc Paper, Shortening, Promos, Other — net of Rebate Income.
Compare current period COS % to the same period last year, and current YTD to last YTD.
Flag any category with a swing greater than approximately 150–200 basis points for investigation before finals.
As a % of net revenue. Confirm it ties to the labor reports pulled from the payroll processor for the period.
Net Revenue less COS less Labor. A large unexplained swing should be traced to the underlying store-level side-by-side reports (by district, e.g. DHCR01P01/P02-style reports) before the close is finalized.
Files: RRS_P5_2026_Corp_Prelim_Reports.xlsx
This report is a check, not a posting workpaper. Use it as the final gate before financials are distributed to Mike and ownership.
COS % audit report — store-level outlier review
Owner: Jeff / Jonah
Compares store-level COS % and ending inventory dollars (current versus prior period) for every open BK store across all districts — approximately 145 store rows — flagging any store with an unusual basis-point swing or inventory dollar change. This is the primary tool for catching inventory count errors or miscoding before they hit the financials.
In Intacct, run the COS % Audit Report for entity E01 as of period end. It shows, by store: current and prior period sales, current and prior period COS $, current and prior period COS %, the basis-point change, and ending inventory $ for both periods.
Run this only after the 13000 BK Ending Inventory workpaper has been posted — the report's current period COS % will not be accurate until the inventory adjustment is in the GL.
A swing greater than approximately 300–400 basis points in either direction is a strong signal of a miscount, a miscoded invoice, or a missed inventory transfer between stores. Investigate these first.
Stores temporarily closed for fire, flood, or remodel will show extreme distorted percentages — very low sales against normal-sized invoices. These are expected outliers, not errors, and should be flagged as closed in the workpaper rather than investigated as miscounts.
A store with a large inventory dollar increase and a falling COS % — or the reverse — often points to a count error rather than a true cost change. Cross-reference the 13000 workpaper for that store.
Contact the area coach or store manager to confirm the count, then determine whether a correcting entry is needed before finals. Document the explanation for any outlier that is not corrected — known promotional activity, commodity cost spike, store closure.
Confirm the Total Districts — all row reconciles to the Total Cost of Sales line on the Corp Prelim Report for the same period. The two reports pull from the same GL data and should always agree.
Ensure consistency with the BK Prime Costs Master File.
RTI includes non-food sales, which must be backed out of sales from Intacct before the two will agree.
Files: RRS_P5_2026_COS___Audit_Report.xlsx · P5_2026_AC_Store_Prelim_Reports_-_DHCR01P01.pdf · …DHCR01P02.pdf · …BKCR04P02.pdf
The screenshot walkthrough for generating, filtering, and filing this report is on COS % audit report.
Food supplier invoice count — missing/extra bill detection
Owner: Jeff / Jonah
Counts the number of food supplier (Sysco / US Foods) bills posted per store for the period and flags any store whose invoice count or total dollar amount deviates from the expected pattern by more than $600 — an early warning of a missing, duplicated, or misapplied delivery invoice before COGS is finalized.
This is a gating step. Prelims do not go out without it.
Run the Intacct AP bill listing for the food supplier vendor(s) for the period, grouped by store/location. Paste into the Locations for Review tab, replacing prior period data.
The workbook groups bills by store and flags each as:
| Flag | Meaning |
|---|---|
| OKAY | Matches the expected weekly delivery cadence — typically 8 bills for a 4-week period |
| Potential ADJ | An invoice with an absolute value greater than $600 that does not fit the established pattern for that store |
Or fewer than whatever that store's normal delivery count is. This typically means a delivery invoice has not yet been received or was misposted to a different location.
For stores closed for fire, flood, or remodel, note the closure reason in the comments column rather than treating the reduced invoice count as an error. Cross-reference the 88250 Closed Store Expense Reclass for the same location.
Confirm the extra or unusual bill was not double-posted, misdated into the wrong period, or coded to the wrong store. Correct the AP coding before the period closes.
A missing or extra food invoice is one of the most common root causes of a COS % outlier — checking this report first often resolves the COS audit finding without further investigation.
Review the last invoice date in Intacct for Flowers to ensure the most recent invoice is posted — typically within a few days prior to prelims.
Files: RRS_P5_2026_Food_Supplier_Invoice_Count.xlsx
The BK Prime Costs Master File and the weekly payroll/labor GL detail reports pulled from the payroll processor are also part of the final prelim review — both feed directly into the Corp Prelim Report and COS % Audit Report and should be reconciled before this section is marked complete.
Related
- P&L review process — side-by-side versus trend, and the AI-assisted pass
- Running and delivering prelim reports — the mechanics of producing and sending the package
- COS % audit report — the screenshot walkthrough
- RCY prelims — the Dave's-side equivalents